Booking terms and conditions

The Hill End Centre Terms and Conditions

Revised and adopted as of 1st July 2017

The term ‘booking’ is generic and will apply to all types of group bookings and residential stays at The Hill End Outdoor Education Centre, as will these terms and conditions.

The term ‘Customer’ – The person, firm, company, group or school whose booking is accepted by The Hill End Outdoor Education Centre in accordance with the Conditions.

1. Bookings: Prices, Process and Payment

1.1 The customer will complete a provisional booking on-line through the Hill End Outdoor Education website (www.hill-end.org). This will be reviewed by Hill End staff and confirmed. Should further information be required to confirm the booking, contact will be made by Hill End to the customer. Once a completed booking form is confirmed by Hill End it shall be deemed to be an offer made by the Hill End Outdoor Education Centre.

1.2 The total booking price will be confirmed online at the time of booking (Subject to approval)

1.3 The Hill End Outdoor Education Centre annual prices are based on the financial year (April – March) and NOT per academic year

1.4  The full balance of the booking will usually be invoiced by The Hill End Outdoor Education two weeks prior to your visit.

1.5 The customer must confirm actual party numbers at the time of visit your final invoice will be based on these numbers. Should numbers increase during the visit, a revised invoice will be raised.

2. Advance bookings:

2.1 Customer on-line bookings made for visits which have an arrival date 6 months or more from the date of confirmed booking will be reserved upon receipt of a completed Booking Form. The Hill End OutdoorEducation Centre will issue a 10 % non- refundable deposit invoice for immediate payment 6 calendar months before the visit arrival date and a final invoice will apply as per clause 1.4 and 1.5.

2.2 Customer bookings made for visit arrival dates which are for more than one financial year in advance of the booking date will incur only 5% non-refundable holding deposit. At 6 months before visit arrival date clauses 1.4 and 1.5 applies and the holding deposit will become offset against the remainder of the non-refundable deposit payment

2.3 Booking prices and visit fees provided by The Hill End Outdoor Education Centre for bookings made in advance are subject to change.

3. Changes and Cancellations

Cancellation and changes by Customers

3.1 All cancellations must be in writing, dated and emailed to The Hill End Outdoor Education Centre (admin@hill-end.org) who will confirm upon receipt. It is the customers’ responsibility to ensure that the cancellation request is received.

3.2 The Customer shall be entitled to cancel the booking in total subject to the customer providing The Hill End Outdoor Education Centre with written notice and payment of any cancellation charges:

Cancellation made within 4 calendar months or less prior to arrival date will result in the forfeit of 100% of the total visit fee including deposit.

3.3 All visit fees are non-transferable, and wholly at the discretion of The Hill End Outdoor Education Centre.

3.4 Customers shall notify The Hill End Outdoor Education Centre of any alterations to the booking in writing in which case The Hill End Centre may accept such alteration (subject to any increase in the booking price, administration charges and changes to the Payment to reflect the alteration) at its sole discretion. Prior to requesting any alteration the Customer is advised to telephone The Hill End Outdoor education  Centre to discuss the required alteration.

Cancellation and changes by The Hill End Outdoor Education Centre.

3.5 Whilst every attempt is made to ensure that the booked visits run, The Hill End Outdoor Education Centre reserves the right to cancel at any time for any unforeseen events that should result in the Centre needing to close for operational reasons (including Force Majeure events).

In such event the Customer shall have the following options:

  • A full refund of fees
  • Another visit at an agreed date if available

3.6 The Hill End Outdoor Education Centre reserves the right to make changes to the booking which are required to conform to any applicable safety or other statutory requirements. All itineraries and programmes are subject to alteration due to weather and/or operational factors and The Hill End Outdoor Education Centre reserves the right to change the accommodation or other facilities or services without prior notice or liability and without an alteration to the final fee.

3.7 Without prejudice to any other right or remedy available to it shall be entitled to cancel the booking and refuse entry to The Hill End Outdoor Education Centre without any liability in the event the deposit invoice is not paid, in which case cancellation charges shall apply calculated from the date at which notice of cancellation is given by The Hill End Outdoor Education Centre

4. Data Protection

4.1 The Hill End Outdoor Education Centre has measures in place to protect the personal data held by us. Personal data collected from you, including personal data relating to visitors will only be used by The Hill End Outdoor Education Centre in order to fulfil our obligations under the booking agreement, including in the administration of your booking and in the arrangement and provision of the visit and in complying with our obligations in relation to Health and Safety and other regulatory obligations. All personal data is processed in accordance with data protection legislation.

5. General

5.1 The Customer shall at all times take such precautions as shall be necessary and/or as may be reasonably required by The Hill End Outdoor Education Centre to prevent or restrict the spread of infectious or contagious diseases e.g. chicken pox, gastroenteritis. In particular (and without limitation) the customer are required to advise The Hill End Outdoor Education Centre if any visitor has suffered from or been in contact with other persons or animals suffering from infectious or contagious diseases representing any threat to human health within the period of 4 weeks prior to the arrival date.

5.2 The Customer must advise The Hill End Outdoor Education Centre at the time of making any booking or as soon as the customer becomes aware of any special needs or care requirements required for any visitors and the customer acknowledges that The Hill End Outdoor Education Centre does not provide routine or special assistance in respect of any such special needs or care requirements.

5.3 The customer undertakes to report and pay for any damage to the accommodation, other than fair wear and tear. This includes any damage to the accommodation, any equipment lost, damaged, broken and stolen or any damage caused by the customer to any other equipment/facilities on site.

5.4 The Customer is responsible for the properties occupied and used and is expected to take all reasonable care of them. The customer shall be expected to clean all buildings used (including mopping of floors and oven cleaning) by the group prior to departure. The accommodation and its contents, site equipment and utensils must be left in a clean and tidy condition at the end of the hire period. All buildings will be checked before departure by a member of the centre staff. If the customer does not adhere to the cleaning terms, an extra charge to cover all reasonable costs or loss will be made.

5.5. Dormitories must be vacated by10.00am. All site attendance by Hill End staff between the hours of 4.30pm and 8.00am which have been agreed at the time of booking, will incur additional charges.

5.6 Vehicles are not allowed on site except in the car park; trolleys are available for moving possessions around the site, these however are not to be taken past the cattle grid or used by under 18’s at any time, and are to be secured immediately after use.

6. Infection control and notification

If one of your party suffer from any of following symptoms during their stay you must notify a member of staff immediately:
• Diarrhoea
• Vomiting
• Stomach cramps or pain
• Nausea
• Fever

Those responsible for such an individual must ensure that they seek medical treatment from a doctor or GP as soon as possible.
Anyone suffering from such symptoms must leave the site as soon as reasonably practicable. Ideally they should have as little contact with others as possible and have their movement restricted while on site.

Unfortunately if any of your party are suffering from those symptoms before arrival on site we will not be able to accept them.

7. Food hygiene

The site does not provide any food, utensils, or cleaning materials. The only facilities provided may include cookers, sinks, wash hand basins, preparation areas and fridges. It is the sole responsibility of users to ensure these facilities are used safely.

Before using these facilities for food preparation they should be thoroughly cleaned and disinfected using disinfectants that meet BS EN 1276 or equivalent. While the site accepts no responsibility for the level of safety of foods that might be prepared by visitors all those preparing foods should follow the good practice guidance provided by the Food Standards Agency in the guide “Food Hygiene: A guide for businesses” available for free from www.food.gov.uk

In particular users must ensure that they follow good practice with regards to prevent cross contamination, cooking, chilling, cleaning, temperature control and stock rotation.

It is strongly recommend that only those who have received formal food hygiene training prepare food.

Finally due to the nature of the site and the activities users undertake it is imperative that everyone washes their hands immediately prior to eating on site.